If you utilize GMail (or similar applications) for e-mailing, then you are aware of the fields at the top of a new mail message, right? Needless to say, within the “To…” field, you enter the name of several persons you would like to receive your message. Use the field labeled “Cc…” (for Carbon Copy – remember the way they did it back in 1978 BC, “before computers”?) for anybody who has to view your e-mail but is not the addressee.
But there’s yet another field that you should know about, labeled “Bcc…,” which stands for “Blind carbon copy,” or even the latest version, “Blind courtesy copy.” This industry is made for the names of anybody that demands a copy of the e-mail minus the other individuals (in the “To…” and “Cc…” fields) being aware of it. That’s why it’s called “Blind.”
“But wait one minute,” you might be saying. “I don’t have a “Bcc” field just following the “Cc” field inside my version of Outlook.” Once you launch a new mail message, you may have “To…,” “Cc…,” and “Subject…”–nothing more. That’s because “Bcc” is on a toggle; you can turn it on and off out of your “View” menu. Should your “Bcc…” is not really showing, you are able to switch it on when you are in a mail message by visiting the “View Menu” and selecting “Bcc Field.” A checkmark will show up and the field will become visible at the top of your mail message, just above “Subject…”. (Similar applications also needs to supply you with the option to turn “Bcc” on when it is not continuously visible.)
You should know about and carefully use “Bcc” for a number of reasons. I’m likely to cover many of the most important.
Use Bcc to guard privacy – When an e-mail is delivered to a complete group with all their names within the “To…” or “CC…” fields, every one of them has access to the e-mail address of all others. Normally this might not be an issue internally, but should you be sending an e-mail to employees as well as some outside of your company, use the Bcc field to conceal those internal addresses. You will end up preventing your company’s people from getting spam as well as other unwanted e-mails.
Use Bcc to keep upper management informed – Sometimes you might be sending an e-mail message in a manager’s request, and you want to let the manager understand that you complied. It may not be helpful, however, to make the manager’s name visible in auto cc in gmail as this may add stress or cause unnecessary concern for the addressee. In the event you take into account that to become ebdzxo circumstances, use Bcc for the manager’s copy. But this really is always a judgment call, because sometimes it is important for addressees to know the manager looks over their shoulder, particularly if you use a tight deadline.
Use Bcc to create your message more personal – Are you feeling differently about a message addressed solely to you personally versus one brought to all your company’s employees? The identical principle works in the opposite direction, as well. Should you place everyone’s name inside the Bcc field, then each could have the impression that you simply wrote your e-mail only for them. Be careful in your wording, however, since this tactic will backfire if your letter contains second-person plurals, such as “All of you may be wondering…”.
Use Bcc to help keep an archive of your correspondence – This nifty trick depends of obtaining or acquiring a separate e-mail address from the conventional business address. Place that address inside the Bcc field, e.g., “[email protected],” and Outlook sends a duplicate of your own e-mail to that address. This could be helpful should you be wanting a quick way to keep a record of all the e-mail you distribute regarding a certain project or issue.
Caution: When Bcc can backfire – Occasionally, however, when you should think again before entering a person’s name in Bcc. Should your addressee hits “Reply for all,” the reply will not go back to the BCC addressee(s). Yet still, that reply is probably not worded as carefully as it might be in the event the sender knew everyone indexed in Bcc. To place it bluntly, this is the way people get insulted and feelings get hurt. If you are working with an element that is the least bit touchy or even volatile, you will do well to stay away from Bcc.